NYS PTA ConferenceNovember 13-15, 2020

Orientation Video-Info on the Conference in a Virtual World

VirtualWith Portions Live from

The Desmond HotelAlbany, NY

How to Join the Conference Virtually• Every Registrant will receive an email with a link/url to access the conference• Authorized Credentialed Voting Delegates will receive a different url than Non-Voting Delegates• To login, use the email address that you used on your conference registration form• The password will be 20NYSPTA20! for everyone (please do not share your ID/email and this

password with unregistered delegates)• Your email/ID can only be logged in on one device at a time, it will log you out from one device as

you logon to a different device

How to View the Live Stream-Voting Delegate• To view the Live Stream of the

General Sessions, click on ‘Live Stream’ from the menu at the top of the homepage

• Authorized Credentialed Voting Delegates will see the image to the right

• This allows for viewing, voting, motions, debate, and a chat box feature

How to View the Live Stream-Non-Voting Delegate• To view the Live Stream of the

General Sessions, click on ‘Live Stream’ from the menu at the top of the homepage

• Non-Voting Delegates will see the image to the right

• This allows for viewing, but does not allow for voting, motions, debate, and a chat box feature

BUSINESS OF ANNUAL MEETING

• President – Jane Harsha– Presides over all business conducted at the conference

• Secretary – Helen Hoffman– Reads the “Call to Conference”– Presents Meeting Rules for a vote– Refer to the proposed meeting rules in your program– Takes official minutes of the Annual Business Meeting

• Treasurer – Patty Frazier– Reads the credentials report to ensure quorum is met to conduct

business– Reports on NYS PTA finances

REGISTERED PARLIAMENTARIAN• Ensures Parliamentary Procedure is followed

• Roberts Rules of Order are used for making motions and conducting business

GENERAL SESSIONSVoting/Motions

Credentialed Member

• Authorized Credentialed Members will receive a URL/link to the Voting Delegate electronic room where they will be allowed to vote and have access to a chat function

• Only Voting Delegates may participate in debate and vote before the assembly

• President will call for all votes and ask you vote in the polling section of the voting delegate electronic room

Electronic Microphone RoomsThere Are 2 Electronic Microphone Rooms:

• For/Against Electronic Microphone Room will be used to speak for A motion or amendment OR will be used to speak against A motion or amendment or request an item be pulled from consent agenda or “en bloc” for separate discussion

• Procedural Electronic Room is used for Parliamentary Inquiry, Request for Information, Statement of Concern, Personal Privilege

VOTING DELEGATES• Each Local PTA In Good Standing as of September 1,

2020, shall be entitled to be represented at the annual meeting by their President and one (1) delegate for each 100 members

• Each Council In Good Standing as of September 1, 2020 shall be entitled to be represented at by its president or alternate

• Each Region PTA Shall be entitled to be represented by their Region Director or alternate. Each region shall be entitled to six (6) additional voting delegates who shall be region board members.

VOTING DELEGATES• Voting Delegates participate in the election of the NYS PTA

leadership

• All Candidates must be formally nominated at convention either by the nominating committee or from the floor

• Written consent for any candidate to be nominated from the floor has to have been received by the chair of the nominating committee fourteen (14) business days prior to the opening of the annual meeting

MOTIONSDelegates wishing to make a motion to amend a bylaws amendment or resolution who submitted the motion by the deadline shall:

• Sign in at the appropriate electronic microphone room by selecting the “For,” or “Against”

• In conjunction with the Microphone Room Attendant, Complete the Electronic Entrance Form as stated above, stating the reason “Make a motion submitted by the deadline.” Motions submitted by the deadline date shall be held by the Secretary until the delegate is acknowledged by the Chair to speak to that motion. Previously submitted motions will be recognized, on the basis of the order it was received during the General Session

MOTIONS (Cont’d)• Wait to be recognized by the Chair and brought forward via video and audio by the Hi-

Tech Support person

• State their name, the name of the PTA they are credentialed to represent and the Region

• State their motion

• Speak within the established time limit for the motion

• A motion to amend may be permitted without the required written notice only if the amendment results from new information becoming known after the deadline or because the bylaws amendment or resolution has been changed substantially by other amendments. The Chair shall explain the process if the situation occurs.

TIMEKEEPING INFORMATIONSummary – As Established in the Approved Meeting RulesThe clock will run uninterrupted unless ordered by the chair

Bylaws Amendments– 10 (ten) minutes per amendment

ResolutionsUpdates - 10 (ten) minutesRetentions –5 (five) minutesNew – 15 (fifteen) minutesTime starts AFTER the bylaws amendment or resolution has been readOnly 1 (one) time extension of 5 (five) minutes will be permitted for any bylaws amendment, resolution or motion

Motions – Total time per motion - 10 (ten) minutes- time starts AFTER the motion is readMaker of motion – AFTER the motion is read – 2 (two) minutes to speak to the motionSpeakers – for or against – 1 (one) minute

Statements of Concern and Personal Privilege - 1 (one) minute per speaker (must be submitted prior to session three)

RESOLUTIONS AND CONFERENCE• A Resolution establishes a PTA position on

an issue• Those to be introduced at conference are

posted on NYS PTA Website www.nyspta.org

• Read through these to become familiar with them

• Any motions to amend were required to be submitted by November 6, 2020

• If no motions are submitted, a resolution can only be discussed prior to voting on it; but cannot be adjusted

RESOLUTIONS

• The Conference Program in the Resource section of the Conference website has a section you can follow during General Session 2

• A Resolutions Virtual Caucus was held prior to the conference and to get your questions answered on the resolutions process

RESOLUTIONS• Resolutions recommended for adoption, retention,

update or rescission (then retired) will be moved on the floor of the assembly for discussion and vote

• Retention – A previously adopted resolution which will be seven (7) years old at the next convention; the resolve(s) may be retained or rejected but not amended

• Update – A Previously adopted resolution in which the wording of the original resolve was changed

• Recommended For Adoption – Proposed resolution that complies with basic policy and is in accordance with state pta purposes

• Refer to your program for the basic policy and all resolutions

Virtual Conference 2020• Come and network with PTA

members from all over NYS

• Bring an open mind and your fabulous enthusiasm!

WE CAN’T WAIT TO SEE YOU Virtually on

NOVEMBER 13-15, 2020!